Missing-time reminders and Time Analysis
Every week, people whose last week is short or not submitted are reminded in the app and by email. Time Analysis shows managers the hours by project, person, task, week, billable and status.
PLANSEvery plan
The problem it solves
- You chase people for timesheets by phone every Monday.
- A short week is found only when the client invoice comes out low.
- Nobody can say quickly how many hours went into a project last month, or who worked on it.
- Billable and internal hours are mixed, and the split is worked out in a spreadsheet.
How it works
- Your administrator leaves Remind Missing Time on and picks the day, Monday to start with.
- On that day, each person who kept time in the last five weeks is checked against their usual hours for last week.
- If last week has fewer hours than usual, or is not submitted, the person gets Timesheet Missing. It shows the week, the hours kept and the usual hours.
- They open the week, fill in what is missing and submit it.
- Managers open Projects > Reporting > Time Analysis. They see the hours as a pivot, a graph or a list, filtered and grouped as needed.
Everything it does
Who is reminded
- People who kept any time in the entity in the last five weeks
- Their last full week is checked: the week before the current one
- Reminded when the week has fewer hours than their usual hours, or when it is not submitted
- A week submitted or approved with the usual hours or more: no reminder
- Usual hours: the person's hours a day (or the entity's, 8 to start with) times the working days (5)
- If the person kept no time last week, an empty draft week is made so they can fill it in
- People who leave or are archived are not reminded
The reminder
- Event Timesheet Missing, in the app and by email
- The email says the week, the hours kept and the usual hours, and asks to fill in and submit
- Runs once a day and acts only on the entity's reminder day
- Sent at once; each person can switch off the email channel, and the in-app notice always arrives
Time Analysis
- Projects > Reporting > Time Analysis, for Projects Managers
- Pivot to start with: projects down, weeks across, hours in the cells
- Graph: hours per week as stacked bars by project; and a list of the entries
- Filters: My Time, This Week, Last Week, a date range, Billable, Not Billable, Draft, Waiting Approval, Approved, Sent Back, Timer Running
- Group by person, project, task, week or status
- Cost per hour and cost columns for managers
- Shows time on SmartMy Projects projects only
Other places with hours
- Weekly Timesheets: hours, billable hours and usual hours per person and week
- The project: Hours Logged; the task: Hours Spent, Hours Left and Time Used %
- All Time: every entry, for Projects Managers
Who uses it
Team memberGets the reminder and completes their week.
Projects ManagerReads Time Analysis by project, person and week, and follows up on short weeks.
Projects AdministratorTurns the reminder on or off, picks the day, and sets the usual hours.
Where you use it
- Web: Projects > Reporting > Time Analysis; Projects > Time > Weekly Timesheets
- The reminder: in the app's notifications and by email
- Not in the phone app: Time Analysis is on the web
What you control
Settings
- Remind missing time: on, on Mondays
- Working days a week: 5; usual hours a day: 8 (also per person, as Usual Hours a Day on the user)
Notifications
- Timesheet Missing: on the reminder day, in the app and by email. It goes to people with time in the last five weeks whose last week is short or not submitted
- Each person can switch off a channel, such as email, for themselves; in-app notices always arrive
Questions
Does the manager hear about people who did not fill in their week?
Not by a reminder. The reminder goes to the person only. Managers see short and unsubmitted weeks in Weekly Timesheets, with the Draft filter and the usual hours column.Can we remind on Friday instead of Monday?
You can pick any day of the week. The reminder is always about the last full week, so a Friday reminder is about the week before.Someone works part time. Will they be reminded every week?
Set their Usual Hours a Day on their user. The reminder compares their week with their own usual hours.Are new joiners reminded?
Only once they have kept some time. The reminder goes to people with time in the last five weeks.Can we export Time Analysis?
Yes. The pivot and the list can be downloaded as a spreadsheet.Which plan has it?
Every plan: Starter, Growth and Scale.Related features
TIMEWeekly timesheets with approvalEach person's time for the week sits on one sheet, sent on Friday. The project manager or your approval chain approves it as a whole. Approved hours become the project's cost and what you bill.TIMETime entries with a timer and a weekly gridYour team keeps time on projects and tasks in the way that suits the work. Use a timer on the task, a weekly grid of projects and days, or a line in the list. Each entry is billable or not and lands on that person's weekly timesheet by itself.TIMETime checked against attendanceWith SmartMy HRMS, each submitted week is compared day by day with the person's attendance. It finds more hours than they worked, time on a day of leave or a holiday, or time on a day with no attendance. You choose to warn the approver or to block the week until it matches.ACROSS SMARTMY PROJECTSNotificationsSmartMy Projects tells the right person when something needs them. That can be a task given to them, a week sent back, a request to approve, a payment due, a project late in a stage. Each event has its own recipients and channels, in the app, by email, as a phone notification or on WhatsApp for clients.CLIENTS, DASHBOARDS, APPS, AIDashboards: My Work, Delivery and MoneyThree ready dashboards open first in the Projects app. My Work is for everyone, and Delivery and Money are for managers. Every number counts only what the viewer may open, and a click shows the records behind it.PEOPLECapacity, allocations and utilisationSee each person's hours for every week, what is promised to projects and what is free. With SmartMy HRMS, leave and holidays are taken out. Utilisation and billable percentage come from the hours people actually log.
See your next project on it.
Tell us how many people keep time, how you bill your clients today (hours, fixed price, retainers) and what you use now. We will set up one of your real projects with you.